How to Import QuickBooks Desktop to a New Computer
Transferring QuickBooks Desktop to a new computer can be an essential task when upgrading hardware or changing workstations. To ensure a seamless transfer, follow these steps carefully.
Step 1: Prepare for the Transfer
Before beginning the transfer process, ensure you have the following:
Your QuickBooks license and product number
A copy of your company file
Administrator access to both the old and new computers
A USB flash drive (at least 2GB recommended) or a cloud storage service
Step 2: Use QuickBooks Migrator Tool
QuickBooks offers a built-in tool, the QuickBooks Migrator Tool, which simplifies transferring QuickBooks Desktop to a new computer.
Steps to Use the Migrator Tool:
Open QuickBooks Desktop on the old computer.
Navigate to File > Utilities > Move QuickBooks to another computer.
Select "I'm Ready" and create a one-time password.
Insert a USB flash drive and follow the on-screen instructions to copy your QuickBooks data.
On the new computer, insert the USB drive and run the QuickBooks setup file.
Enter the one-time password when prompted.
Follow the installation instructions, and QuickBooks will automatically restore your data.
Step 3: Manually Transfer QuickBooks (Alternative Method)
If you prefer not to use the Migrator Tool, follow these steps:
Install QuickBooks on the New Computer:
Download QuickBooks from the Intuit website or use an installation CD.
Run the installer file and follow the setup prompts.
Enter your license and product number.
Choose the correct installation type (Express or Custom) and install.
Transfer Your Company Files:
On the old computer, locate your company file (usually found in
C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files).Copy the file to a USB drive or a cloud storage service.
On the new computer, paste the file into the appropriate QuickBooks company file directory.
Open QuickBooks, select "Open or restore an existing company", and navigate to the transferred file.
Step 4: Reinstall Updates and Verify Settings
After installation, follow these additional steps:
Update QuickBooks to the latest version (
Help > Update QuickBooks Desktop)Verify licensing information (
Help > Manage My License)Check user preferences to ensure settings are retained
Reconnect bank feeds and third-party applications, if applicable
Frequently Asked Questions (Q&A)
Q1: What if I lost my QuickBooks license key?
A: You can retrieve your license key from Intuit's License Lookup Tool (https://www.quickbooks.intuit.com) or check your original purchase email or invoice.
Q2: Can I transfer QuickBooks without using a USB drive?
A: Yes, you can use cloud storage services (Google Drive, Dropbox, OneDrive) or transfer via a local network.
Q3: Will my payroll and bank connections transfer?
A: Your company file will include payroll data, but you may need to reconnect your bank feeds and verify payroll subscription settings.
Q4: Can I install QuickBooks on multiple computers?
A: If you have a multi-user license, you can install QuickBooks on multiple computers and enable multi-user mode.
Q5: What happens if I get an error during the transfer?
A: Common errors include license errors, file corruption, or missing data. Try these fixes:
Ensure QuickBooks is updated before transferring
Run QuickBooks File Doctor to repair damaged files
Manually transfer the company file if the Migrator Tool fails
Q6: How do I deactivate QuickBooks on my old computer?
A: Uninstall QuickBooks from Control Panel > Programs and Features, but deactivation isn't necessary unless dictated by your license agreement.
Q7: Do I need to reconfigure QuickBooks settings after transfer?
A: Some settings may reset. Verify preferences, tax settings, and user access in Edit > Preferences.
Q8: Can I use QuickBooks Desktop on both old and new computers?
A: Yes, but per Intuit’s policy, you should only use one license per device unless you have a multi-user license.
Q9: How do I verify that my data transferred correctly?
A: Open your company file, review account balances, and generate reports to match data with your old system.
Q10: Can I upgrade QuickBooks during the transfer?
A: Yes, but ensure compatibility by checking system requirements and backing up your data before upgrading.
By following these steps and addressing common concerns, you can successfully transfer QuickBooks Desktop to a new computer without data loss or interruptions.
